CLASSIFICATION TITLE: Administrative Support Coordinator II

UNION CODE: R07

FT/PT: Full-time

PAY PLAN: 12-month

WORKPLACE TYPE: On-site (work in-person at business location)

ANTICIPATED HIRING RANGE: $3,865 - $4,725

• However, offer amount will be commensurate with candidate’s experience, education, skills, and training.

CSU CLASSIFICATION SALARY RANGE: $3,865 - $6,336

PAY BASIS: Monthly

BENEFITS: CSUB offers a best-in-class benefit package for eligible employees that includes an array of medical plans, choice of dental plans, vision coverage, retirement participation in CalPERS, CSU tuition waiver, up to 24 vacation days per year, sick leave with unlimited accrual, 14 paid holidays per year and more! See our benefits website for additional information.

CANDIDATES ELIGIBLE TO APPLY: Open to all qualified applicants.

POSITION PURPOSE: The Administrative Support Coordinator (ASC) is a member of the Information Technology Services Business Office team.

Under general direction of the Associate Vice President/Chief Information Officer (AVP/CIO) for Information Technology Services, the ASC performs and coordinates complex administrative support functions. The ASC provides direct administrative support to the AVP/CIO and to the ITS-AVP/CIO office. Duties include providing meeting support, schedule management, travel coordination, compliance, human resources recruitment process assistance, assistance with departmental processes, some departmental fiscal support, and tracking of space requests. The ASC performs work independently solving a broad range of operational and procedural office and administrative problems requiring research, analysis, and evaluation of information.

DUTIES & RESPONSIBILITIES:

AVP/CIO Administrative Support

• Directly support the AVP/CIO with complex administrative functions, ensuring all tasks are executed efficiently and with a high level of accuracy.
• Manage the AVP/CIO’s schedule, including the coordination of meetings, project timelines, and priority setting, ensuring optimal time management and alignment with strategic goals.
• Arrange and coordinate detailed travel plans, including scheduling, logistics, and reimbursement processing, ensuring compliance with university policies.
• Prepare for meetings by collecting relevant information, providing information for others, and preparing material for meetings.
• Serve as a key point of contact, providing timely and accurate information to CIO on campus-wide and ITS-specific issues, preparing detailed reports as needed.
• Take and transcribe detailed and accurate minutes for meetings, ensuring clarity and thoroughness.
• Actively participate in various committees as requested, providing input and support, and following up on action items.

Human Resource Support

• Assist with onboarding process in the department for staff and student workers, ensuring all necessary documentation is completed in a timely and efficient manner.
• Assist with the separation process for department staff and student workers, ensuring documentation is accurately processed and procedures are followed.
• Work with ITS MPPs to assist with initiating forms such as IRPs, classification reviews, and PCARs, and post positions within Applicant Tracking System, following HR policies and procedures.
• Accurately process separation notices, maintaining up-do-date records and ensuring all relevant parties are informed.
• Perform thorough reconciliations of Absent Management and Student Time Reporting, identifying, and resolving discrepancies.

Departmental Support

• Monitor and track event tickets, ensuring all payments are received and processed prior to closing tickets, maintaining accurate records.
• Coordinate and provide guest access charges for billing purposes.
• Assist the Lead of the business office with chargebacks, billing request forms, journal entries, requisitions, and other items as requested.
• Support the Lead of the business office in supply ordering, ensuring all departmental needs are met and supplies are managed efficiently.
• Collaborate with the Lead of the business office in creating comprehensive documentation, ensuring clarity and consistency.

Space Planning Support

• Work closely with the head of space management and planning to conduct detailed space analysis, providing insights and recommendations based on data.
• Perform comprehensive space utilization reports, gathering and analyzing data on availability needs, adhering to Chancellor Office Space policies.
• Develop presentations and reports for the space management committee, ensuring all information is accurate and professionally presented.
• Track requests related to space planning, ensuring all requests are documented and addressed in a timely manner.
• Conduct on-site evaluations, documenting space utilization with photographs and detailed notes, tracking departmental usage, and providing reports to the head of space management.

REQUIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE – High school diploma or GED and five (5) years of recent (within seven years) related office work experience.

SKILLS, KNOWLEDGE & ABILITIES (SKA’s) –

• Regular and reliable attendance is required.
• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, make accurate projections requiring some inference, and reconcile accounts/budgets according to prescribed procedures.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
• Ability to work independently and handle multiple work unit priorities, projects, and directors.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner.
• Thorough knowledge of English grammar, spelling, and punctuation.
• Ability to interpret, communicate and apply policies and procedures.
• Ability to maintain a high degree of confidentiality.
• Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and competence with a variety of computer applications including word-processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure.
• Possesses a customer-oriented and service-centered attitude.
• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.

PREFERRED QUALIFICATIONS:

• CSUB Human Resource process understanding
• Knowledge of or experience with Absence Management for students and staff
• Peoplesoft experience
• 25 live experience
• Space planning experience
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

PHYSICAL DEMANDS: SEDENTARY WORK – involves mainly sitting; minimal walking and standing; lifting light weight objects limited to 15 pounds.

ENVIRONMENTAL FACTORS: N/A

SPECIAL CONDITIONS:

SCREENING: Only those applicants possessing experience most directly related to the immediate needs of the office will be invited to appear before a Qualifications Appraisal Board for the purpose of appraising training, experience, and interest in the position.

CALIFORNIA STATE UNIVERSITY EMPLOYEES UNION: It shall be the policy of the CSU in filling vacant CSUEU bargaining Units 2, 5, 7 & 9 positions to fill such vacancies from among qualified individuals currently employed on-campus except when it is determined that it is necessary to appoint outside applicants to meet campus workforce diversity goals or to provide specialized skills and abilities that are not available from current employees.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

SENSITIVE POSITION: Sensitive positions are designated by the CSU as requiring heightened scrutiny of individuals holding the position, based on potential for harm to children, concerns for the safety and security of the people, animals, or property, or heightened risk of financial loss to the CSU or individuals in the university community.

MANDATED REPORTER: Not Mandated

GENERAL INFORMATION: It is the policy of California State University, Bakersfield to hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to present documentation verifying their right to accept employment. You will also be requested to present a social security card at the time of initial appointment in compliance with state payroll regulations. State regulations require that every state employee sign the Oath of Allegiance prior to commencing the duties of his/her State employment, except legally employed non-citizens. These individuals are required to sign the Declaration of Permission to Work.

EEO STATEMENT: California State University, Bakersfield is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.